VMS Onboarding Checklist
StripeScottishgolf
Dotgolf
VMS ONBOARDING
Successfully adopting new software isn’t just about access—it’s about knowing how to use it effectively. This onboarding template is designed to guide you through key steps, ensuring you understand the features and best practices that will help you get the most out of the system.
By completing each section, you will:
✅ Save time—Learn efficient workflows to avoid common mistakes.
✅ Gain confidence—Feel comfortable navigating the system from day one.
✅ Reduce frustration—Access the right tools and support exactly when you need them.
✅ Maximise value—Ensure you’re leveraging all available features to achieve your goals.
Skipping steps may lead to confusion, delays, or missed opportunities to streamline your processes. This structured approach ensures a smooth transition, setting you up for long-term success. You'll be able to find our full stock of help guides through the 'Help tab' in your system.
Let’s get started!
⚙️ Basic Configuration
This section covers the basic configuration of your platform. Making sure you are comfortable tailoring the fundamentals of the platform to your specific requirements.
1. Basic VMS Configuration
It's important to investigate the below basic configurations as they can affect information which is shown across the web and app. To find all of these settings you can go to Clubhouse > Settings:
Club Settings
Here you can input basic information, your club logo and explore some additional controls including how far in advance players can register for competitions.
Club Descriptions, Local Rules & Facilities
Providing this information will allow you to better promote your club as it's shared across the web and on your listing on the 'Find a Facility' page on www.scottishgolf.org.
Contacts
Loading your clubs contacts into this section will give you the ability to send communications from different senders as well as ensuring the correct user receives enquires across Membership, Generic and Web enquires.
Tee Booking Settings
Here you can control the timeframe for member or visitor booking or determine a crossover booking time for 9 hole golf clubs.
Hole Names / Play Times / Pin Positions
This will allow you to add your bespoke hole names to your digital course card, having them display within the App as players complete their round.
Default Markers
This setting will allow you to set default competition tees as well as controlling if your tee's are available for General Play rounds.
2. Configuring new system users
You have the ability to create new system users and tailor their access to best suit their role. Whilst there is no limit to the amount of users you can create, we would recommend thinking carefully about who you allow access to sensitive information and their ability to edit/modify that information.
How to Create a New User
3. Connecting Stripe for Payments
This section is for sending a client intake form to the new client. The form can be used to gather information about the client's needs, preferences, and other important details.
Setting Up Stripe
📋 Section Summary Checklist
Once you have explore the above steps, we recommend completing the below tasks before moving into the next section:
Explore some of the options within your Clubhouse > Settings.
Set up new users for the system with appropriate access [if required].
Ensure Stripe is connected and you are receiving payments.
👥 Membership
This section is for all about setting up and managing your members. It's important to ensure that your members are set correctly to limit any potential teething issues further down the line.
4. Membership Categories & Playing Rights
You'll need to create your membership categories within the platform. This is where you can control whether its a playing or non-playing category and dictate their playing rights over the course. Please see our guide below for further information.
How to Add a New Membership Category and Set Parameters in Clubhouse
5. Member Accounts
Speak with your Customer Account Manger who can open the correct member accounts that you'll need. Once this is done you'll now be able to open accounts for clubs members and control which account is used as default for competition entry and prize posting in Clubhouse > Settings > Accounts & loyalty. The below guides will detail how to open and manually adjust club accounts:
📋 Section Summary Checklist
Once you have explore the above steps, we recommend completing the below tasks before moving into the next section:
Create a new membership category
If applicable, open and assign club accounts for members
⛳️ Tee Booking
This section is for setting up and managing your tee sheet. Please note that if you don't control your tee sheet but still use the Tee Booking module for competitions you'll still need to review this section.
6. Green Fees
Within Clubhouse > Settings > Green Fees, you'll be able to set up a variety of different Green Fee's. Please note you will always need a Standard Green fee and this should be your general Green Fee without any discount.
7. Tee Booking Templates
You will need to create your daily tee sheets. The easiest way to do this is to create a template of your standard tee sheet and then bulk generate this on the appropriate days. You can create as many templates as you require as well as edit tee sheets as and when required
📋 Section Summary Checklist
Once you have explore the above steps, we recommend completing the below tasks before moving into the next section:
Create and modify daily tee sheets.
Book a Tee time as a Visitor (Web/App) and ensure the correct Fee is pulled through at check out
🏆 Competitions
This section covers competition basics, including setting up simple competition formats and Prize Templates.
8. Setting up Basic Competitions
Whilst there is many different competition formats in the system, we recommend starting by setting up a simple Strokeplay or Stableford competition and running a few tests to familiarise yourself with the full member journey.
Setting up a strokeplay competition
9. Prize Templates
Prize Templates are used to pay prize money back to competition winners. These can range from simple placing prize templates to more advanced divisional and special prize templates. We recommend starting with a simple prize template for placings.
Creating a Basic Prize Template for places
📋 Section Summary Checklist
Once you have configured these items, we recommend testing to ensure this is correct before going live to your members.
Create a 'Test' competition and complete the full journey from entry to prize posting to familiarise yourself with the member experience.
Create a Basic Prize Template and apply to a test competition.
💵 Subscriptions
This section covers setting up the basics for subscriptions but doesn't cover running your subscriptions. We would recommend contacting your Customer Account Manager for additional support when first invoicing through the platform.
10. Creating Subscription Years
Each subscription year will need to be identified within the system. We recommend only creating the current year to begin with.
Adding a Subscription Year
11. Adding Line items to Membership Categories
Your Customer Account Manager can add in all the possible line items you may require for running your subscriptions. You will then be able to add them to each category and determine their cost in each subscription year.
Adding Line Items to Membership Categories
12. Additional Guides
As this is complex topic, we have a number of additional guides that may be of interest:
📋 Section Summary Checklist
Once you have explore the above steps, we recommend completing the below tasks before moving into the next section:
Create your Subscription Year.
Add Line Items to your membership categories with relevant fees
🖥️ Integrated Website
The integrated club websites are powerful tools that allow you to showcase your golf club to both members and visitors. It serves as a central hub for promoting your facilities and services, while streamlining online bookings and competition entry.
13. Editing your Website
It's important to know how to edit your website. You can access an administrative mode through your VMS back office that will allow you to edit each page. All editable areas are highlighted with a red 'Change Content' box.
Accessing your Website Page in Admin mode and making Changes
14. Changing your Website Navigation
You'll most likely want to re-order, add or remove pages from your website navigation so you gave add a personal look to your website, clearly directly your website visitors to your most popular pages.
Reordering Top-level Navigation on Scottish Golf Clubhouse
📋 Section Summary Checklist
Once you have explore the above steps, we recommend completing the below tasks before moving into the next section:
Log into your website in Admin mode and begin editing pages.
Once you are ready to switch over your domain name please contact your Customer Account Manager who will be able to assist.
📨 Communications
A powerful communications module ensures your golf club stays connected with members and visitors effortlessly. Take it a step further by leveraging advertising space within your emails—offering local businesses or sponsors a prime opportunity to reach your audience while generating additional revenue for your club
15. Email Templates
Our communications module gives your club complete control with fully customisable templates allowing you to design professional, engaging emails by adding bespoke headers and tailored content that resonates with your membership.
Creating a Custom Email Template
📋 Section Summary Checklist
Once you have explore the above steps, we recommend completing the below tasks before moving into the next section:
Create and save a branded email template with your own club logo & imagery
👋 Thank you
If you have any further questions please first look at our Knowledge Base and then contact vms@scottishgolf.org.